AASMAN1 Ch10 Conclaves

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AASMAN-1 Ch10Conclaves

• AAS C/Lt Col Sean McConville

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Overview

• General Information
• NATCON
• ARCON

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General Information

• Purpose
• Business session of both AAS and SW
• Attendance is encouraged for benefit of
  individual and society
• Procedures
• All parliamentary meetings are to abide by
  Roberts Rules of Order Newly Revised Edition
• Roll Calls
• At first joint meeting, along with each Separate
  meeting, attendance may be taken one of two ways
• Determined by NBC
• Unit-by-Unit roll call, taken by Parliamentarian
• Poll taken by each Area Commander
• Reports attendance to National Parliamentarian
• Includes number of proxy absent units

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NATCON

• Scheduling
• Held in conjunction with SW NATCON
• Normally held during Easter Weekend
• Economic room rates more available during this
  time
• Attendance
• Each squadron entitled to representation by one
  delegate alternates
• Area CC is delegate for Area HQ
• Squadrons may pick own delegates
• Squadrons and Area HQs WILL invite advisors to
  attend
• Transportation
• Airlift provided by USAF
• Squadron advisor and PAS will consider following
  priorities for allocation of airlift seats
• Nat Staff
• Area Commander or delegate
• Area alternate
• Delegates in good standing
• Alternates of units in good standing
• Area staff members

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NATCON (cont)

• Social Functions
• Executive Director should be consulted concerning
  any events impact on registration fees
• Awards
• National awards are presented IAW AASMAN-1, CH.
  16
• Attire
• All AFROTC and USAFA uniforms are appropriate
• Excludes utility uniforms
• Subject to AFI 36-2903, AFOATSI 36-2008,
  AASMAN-1, para 19.3.6 and 19.4
• Also subject to guidance and policies of National
  Commander

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ARCON

• Purpose
• Handle business on Regional Level
• Scheduling
• Held once each year b/w 01 October and 30
  November
• ARCON HQ may appeal this rule to Nat HQ
• Must provide full justification
• Must be submitted NLT fall Board of Directors
  meeting
• Site Selection
• Larger cities provide most advantageous price
  competition
• In smaller towns, avoid scheduling in conflict w/
  local events

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ARCON (cont)

• Bidding
• Requirements
• Squadron must obtain approval of PAS
• Must complete ARCON Planning package (AASMAN-1
  Attachment 4)
• This is to be submitted to AAS EMC upon unit
  selection
• Due NLT end of academic year prior to scheduled
  ARCON
• Unit should make no agreement w/ hotels or other
  agencies until EMC returns planning package
• Bids may be presented at ARCONs, NATCON area
  Caucuses, or by mail

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ARCON Staffs

• ARCON HQ/CC (AAS C/Lt Col)
• directs planning
• Presides over meetings
• Recommended staff includes
• Vice Commander (CV) AAS C/Maj
• Dir. of Operations AAS C/Capt
• Dir. of Information Management (IM) AAS C/Capt
• Dir. of Financial Management (FM) AAS C/Capt
• Dir. of Public Affairs (PA) AAS C/Capt
• Dir. Of Training (DT) AAS C/Capt
• Dir. Of Support (DS) AAS C/Capt

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ARCON Finances

• Funding assistance to money-losing conclaves
• If suggestions in planning packet are followed,
  units may be endorsed up to 250.00
• Otherwise, reimbursement limited to 50
• Budget Review
• National FM may review any ARCON budget
• With approval of Nat/CC and Executive Director,
  may make viability adjustments
• Conclave staff should calculate per-member
  registration fee
• Area HQ should provide whatever financial
  assistance is possible to prevent ARCON HQ unit
  from losing money
• Advance Registration
• Members must pay registration fees in advance
• Host unit may set cancellation date for units
• If individuals do not cancel by selected date
  they become responsible for paying for their own
  share of fixed-expenses
• If individual cancel before date, ARCON HQ
  becomes responsible for refund

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ARCON Agendas

• ARCON HQ responsible for distribution
• All Area AAS squadrons and SW chapters
• NLT 30 days prior to conclave
• Include reminder that proxy votes need to be
  received prior to ARCON
• AAS Area CC and SW REO responsible for developing
  business agenda
• Should be distributed NLT 15 days prior to ARCON

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ARCON Transportation

• Make airlift requests through proper channels
• Use civilian vehicles whenever possible

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ARCON protocol

• Opening Ceremonies
• Must include welcome by hosts
• May include
• Keynote speaker
• Posting of colors
• Invocation
• Guests
• Invite in writing NLT 60 days prior to ARCON
• Active duty military guests on per diem and
  industry guests an expense accounts are expected
  to pay for hotel accommodations
• Send agenda and information on social activities
  NLT 30 days prior to conclave
• ARCOP duties
• Guest lists
• Receptions
• Seating of head tables
• If ARCOP position vacant, ARCON staff fills
  duties
• Social Functions
• Awards and entertainment provided in conjunction
  w/ a major meal should not be called
  Dining-In/Out
• Use awards luncheon/banquet/ball instead
• Commander's Call